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Step-by-Step Process for Cereals and Food Grains Export

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Financial Analyst

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Introduction

India is one of the world’s largest exporters of cereals and food grains such as rice, wheat, maize, millet, sorghum, pulses, and barley. Global buyers prefer Indian grains because of quality, variety, and competitive pricing.

Exporting food grains involves strict quality checks, proper certification, and compliance with international food safety standards. This Saving Mantra guide explains the export process in a clear and easy way, helping exporters avoid delays and ensure smooth shipments.

Step-by-Step Process for Cereals and Food Grains Export

Step 1 — Identify the Grain and Confirm Market Requirements

Choose the cereal or grain you want to export such as:

  • Rice
  • Wheat
  • Maize
  • Millet
  • Sorghum
  • Barley
  • Pulses

Check the import rules of the buyer’s country, such as:

  • Quality standards
  • Maximum pesticide limits
  • Whether fumigation is required
  • Packaging and labelling rules

Step 2 — Obtain Required Registrations

Before exporting, you must have:

  • IEC (Importer Exporter Code)
  • GST Registration
  • FSSAI Licence (for food trade)
  • APEDA Registration (mandatory for many agriculture exports)

These registrations allow you to ship food grains legally.

Step 3 — Choose a Verified Buyer and Finalize the Export Contract

When finalizing the deal, confirm:

  • Quality grade (A, B, premium, broken percentage, moisture level)
  • Quantity
  • Price
  • Packaging type (PP bags, jute bags, bulk packing)
  • Payment terms (LC, advance, TT)
  • Incoterms (FOB, CIF, CFR)
  • Delivery schedule

Clear terms prevent misunderstandings later.

Step 4 — Quality Testing and Inspection

Cereals and food grains require strict testing.
Depending on the buyer country, you may need:

  • Quality analysis
  • Moisture test
  • Foreign matter check
  • Phytosanitary certificate
  • Fumigation certificate

APEDA-approved labs and agencies can conduct these tests.

Step 5 — Packaging and Labelling

Food grains must be packed properly to avoid spoilage.
Use:

  • Food-grade bags
  • Proper weight marking (25kg, 50kg, etc.)
  • Batch number, variety name, and supplier details
  • Country of origin label

Good packaging protects the grains during long shipping periods.

Step 6 — Arrange Logistics and Transportation

Exporters can ship cereals by:

  • Sea freight (most common for bulk grains)
  • Container shipping (for premium or packaged grains)

Book a freight forwarder for:

  • Container booking
  • Warehousing
  • Transport to port
  • Export documentation assistance

Step 7 — Prepare Export Documentation

Documents required for cereals and grains export include:

  • Commercial Invoice
  • Packing List
  • Export Contract
  • Certificate of Origin
  • Phytosanitary Certificate
  • Fumigation Certificate
  • Bill of Lading
  • Insurance Certificate
  • APEDA Registration Certificate

These documents ensure the shipment meets international standards.

Step 8 — Customs Clearance in India

Your customs broker will:

  • File the Shipping Bill
  • Submit all certificates
  • Facilitate customs inspection

Once approved, customs issues the “Let Export Order (LEO),” allowing the shipment to leave the port.

Step 9 — Delivery and Payment Completion

Once the cereal or grain shipment reaches the buyer:

  • The buyer completes customs clearance in their country
  • Payment is completed as per LC or contract
  • Exporter receives settlement through their bank

Good communication with the buyer ensures smooth delivery.

Step 10 — Maintain Records and Compliance

Keep all export certificates and documents for audits.
Maintain:

  • Shipping documents
  • Payment receipts
  • Quality reports
  • Export invoices

This also supports future business and compliance checks.

Document Checklist (Simple Summary)

Key Certificates

  • APEDA Registration
  • Phytosanitary Certificate
  • Fumigation Certificate
  • Certificate of Origin

Export Documents

  • Invoice
  • Packing List
  • Bill of Lading
  • Export Contract
  • Insurance Certificate

Saving Mantra Tips for Smooth Export

  • Ensure grains are properly cleaned and graded.
  • Follow buyer country pesticide and chemical limits.
  • Use APEDA-approved labs for quality testing.
  • Avoid moisture as it reduces grain quality during shipping.
  • Always confirm payment terms before shipping.

Disclaimer

This guide is for general informational purposes only. Export regulations, quality standards, certificates, and international requirements may change at any time. Exporters should verify the latest rules with APEDA, FSSAI, Indian Customs, and professional advisors before exporting. Saving Mantra is not responsible for decisions made using this information.

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